The University of Akron
Office of International Programs
PROTOCOL FOR THE ADMISSION AND
ISSUANCE OF VISA DOCUMENTS FOR
IN-BOUND RECIPROCITY (EXCHANGE) STUDENTS
PROPOSED 7/21/00
To avoid confusion and duplication of efforts in the admission and issuance of immigration
documents for reciprocity (exchange) students coming to The University of Akron, the
following protocol shall be followed for all existing exchange programs. (For information on
establishing a new program, see Guidelines for Originating Exchange International
Agreements of Cooperation for The University of Akron at the Office of International
Programs’ web site under faculty resources: OIP Home page):
Step 1: Formal agreement is signed and on file with the Director of International Programs of
The University of Akron.
Step 2: Application form for each student wanting to come to study at The University of Akron
is sent to the exchange partner’s designated person (EPDP).
Note: The Coordinator of International Programs (CIP) sends materials each fall to all
established exchange programs.
Step 3: EPDP gives application form to qualified individual student(s) selected for the
exchange program. Student then returns the completed form to his/her university EPDP. A
maximum of two students per institution will be accepted by The University of Akron for the
exchange [unless otherwise agreed upon in advance by The University of Akron’s Designated
Person (UADP) in consultation with the Director of International Programs at UA]. Additional
students may attend UA as fee-paying students. Those students will not be identified as
"reciprocity" students.
Note: The Office of International Programs may issue a maximum of 25 tuition waivers per
semester.
Step 4: EPDP mails original application form (with supporting documents as noted below), to
the UADP at least two (2) months prior to the beginning of the term.
List of supporting documents needed:

Cover letter advising that the student(s) have been selected for participation in the
program and the time period (specific semester or year), that the student hopes to



participate University of Akron Application Form (either undergraduate or graduate
application, but not both)
Original results of the TOEFL Official Transcript or formal academic record and English
translations
Financial documents showing the student’s ability to support him/herself for the
duration of the stay [Declaration and Certification of Finances (DCF) with original proof
of funds]
Other admission requirements of the department (if needed) such as a GRE, GMAT,
MAT, LSAT, or other test score
The application fee is waived for reciprocity students.
Step 5: UADP forwards the application form and supporting documents to the CIP.
Step 6: CIP reviews the application and the supporting documents. If appropriate, the CIP
stamps "RECIPROCITY" on the application form and Declaration and Certification of Finances
(DCF) and photocopies the documents for the CIP’s file. The CIP prepares a memo to the
Admissions/Credentials Evaluator (ACE) at The University of Akron naming the student, the
exchange school, country of the school, nationality/citizenship of the student, and the period
for which admission is requested. Students may be hosted for one or two semesters, but not
for more than one academic year.
Step 7: ACE follows appropriate protocol for the undergraduate or graduate program for
which the student wishes admission. The ACE admits the student, prepares the letter of
admission, and provides a copy to the CIP. Once the student has been admitted, the ACE will
forward the file (along with the memo from the CIP) to the Student Services Counselor (SSC)
for preparation of the appropriate immigration documents.
Step 8: SSC will review the finances and admissions documents and prepare the appropriate
immigration documents for the student. The SSC will obtain the signature of the Director of
International Programs on the immigration documents. The SSC will then give the completed
letter of admission, along with the immigration documents, to the CIP.
Step 9: CIP (or the UADP, if requested) will mail the documents, along with a cover letter, to
the EPDP (unless an alternate mailing site is otherwise requested by the EPDP). If the student
has provided a housing contract for the residence halls on campus, the CIP will forward this,
with the newly assigned student identification number, to the Office of Residence Halls.
Step 10: If the student is in upper college or is a graduate student and has provided a
request for classes, the UADP will correspond with the appropriate person in the department
so that the department may take appropriate action to pre-register the student before arrival.
Undergraduate, University College student requests for classes will be forwarded to the
International Academic Adviser/Program Specialist (IAA/PS).
Step 11: Students are given a "Welcome Packet" with detailed information about arrival and
housing. If the UADP is interested in arranging a pickup and/or housing for the student, that
should be arranged individually between the student and the UADP.
Step 12: Student will be responsible for finding housing either on- or off-campus using the
information available in the "Welcome Packet."
Step 13: The reciprocity student is expected to attend the International Student Orientation,
to pay the fee for the orientation (currently US$45), and to provide proof of insurance (in
English) at the levels required by the U. S. Government and The University of Akron. If the
student does not have insurance prior to arriving at UA, or does not provide proof of adequate
insurance, he/she will be charged for the insurance policy negotiated for students at The
University of Akron.
Step 14: CIP will prepare a Fee Waiver card for each reciprocity student, which will be signed
by the Director of International Programs. The card will be given to the student at the
International Student Orientation, and it is the student’s responsibility to use the card to pay
fees in the Cashier’s Office each semester. If classes are added after the first fee payment, the
student should make a request to the CIP to obtain an additional card.
Step 15: Department will advise upper college undergraduate students and graduate students
on academic matters and will "host" the student at appropriate events throughout the term.
The reciprocity student may be asked to assist with recruiting UA students to study abroad at
his/her home institution. IAA/PS will advise undergraduate, University College students on
academic matters.
Step 16: It is the responsibility of the student to maintain immigration status at all times. It
is expected that reciprocity students will not work on campus during their stays, unless they
have permission from the EPDP (in writing). If the student wishes to extend his/her stay for a
period of practical training, he/she must do so in writing at least one month prior to the end of
classes of the final term of his/her stay. Information concerning eligibility is available in the
Office of International Programs, Polsky 483. Reciprocity students should check with the
Cashier’s Office before or during final exam week to pay any outstanding debts that may have
accrued against their accounts.
Step 17: After the student completes his/her studies on campus, the CIP will request a
certified transcript from the Office of the Registrar. If no debts are due and outstanding with
the Cashier’s Office, the CIP will mail the certified transcript to the EPDP. If debts are due and
outstanding, the CIP will advise the EPDP and the UADP.
Acronyms
ACE Admissions/Credentials Evaluator (Tracy McCune)
CIP Coordinator of International Programs (Linda Marx)
DCF Declaration and Certification of Finances
EPDP Exchange Partner’s Designated Person
GMAT Graduate Management Admission Test
GRE Graduate Record Exam
IAA/PS International Academic Adviser/Program Specialist (Rebekka Bowman)
LSAT Law School Admission Test
MAT Miller Analogy Test
SSC Student Services Counselor (Gretta Starik)
TOEFL Test of English as a Foreign Language
UADP The University of Akron’s Designated Person
Revised 3/5/03